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Setting up simple Release Procedure for

Purchase Requisitions
By Willem Hoek
Release Procedures (approval) can be used for Purchase Requisitions (PR), Purchase Orders (PO),
RFQ's, Outline Agreements and Service Entry Sheets. The principle is exactly the same for all. If you
can master one, you will know them all.
Lets set up release procedures for PR for the following example:
Our company have got 2 plants: Plant 3100 (London) and plant 3600 (New York).

For New York (plant 3100), if PR item value is between 0 - 1000 dollars, then PR needs to be
released by one person (person B)

For New York (plant 3100), if PR item value is bigger than 1000 dollars, then PR needs to be
released by two people (first by person B, then person C)

For London (plant 3600), if PR item value is bigger than 1000 dollars, then PR needs to be
released by two people (first by person A, then person C).

Key terminology:

Release Codes - The different levels that the approval will go through.

Release Groups - Grouping of strategies.

Release Strategy - Unique, set of condition, sequence and levels of releases. Every line in
diagram is a Strategy (so we have 3).

Release Indicator / Status - The status of PR as it moves through the strategy. Example
'Block' (can't create PO yet) or 'Final Release' (can create PO from PR)

Here is a summary of the steps to follow to set up our example:

Create Characteristics & link to comm. structre (CEBAN for PR)

Create Class & link to characteristic

Create Release Groups & link to class

Create Release Codes

Release Indicator

Set up strategies
- Strategies & Codes
- Prerequeirements
- Status
- Assign values for strategies

Set overall / item for doc type (PR only)

Create and allocate autorisation profiles

--------------- DETAILS OF SETTING IT UP --------------Create Characteristics & link to communication structure (CEBAN for PR)
Here we define which fields are used to determine the strategy that will kick in. In our case we used
'Plant' and 'Item value'. Not all fields in the PR can be used. For a full list of fields that can be used to
determine the release startegy, see tcode se12 table CEBAN.

So the two fields that will be used is:

Field CEBAN-WERKS for Plant
Field CEBAN-GSWRT for Item Value
We need to create a characteristic for every field. tcode ct04
Any characteristic name can be used. Keep something descriptive to avoid confusion.
For Item Value -- lets create characteristic Z_GSWRT

First go to Additional Data tab and enter the table/field (and Enter)

Enter currency to be used in the Basic data tab.

Also select multiple values and Intervals allowed
The Intervals allowed will allow us to assign a range of values, example: If PR value is 0 - 1000

USD .....

Save the characteristic

For Plant -- characteristic Z_WERKS
Again, the table/field name in Additional Data to enter table/field

Again set multiple values and save the characteristic

The multiple values is to assign more than one plant to strategy, example: If PR for plant
3100 and plant 3600 is ...
Create Class & link to characteristic
Create a class (simply to group the characteristics). Again any name can be used. Tcode CL01 -Create Class. The Class Type must be 032.

Configure Release Procedures

Above actions was all master data. We now need to do some configuration. Menu: IMG > Materials
Management > Purchasing > Purchase Requisition > Release Procedure > Procedure with
classification > Set up procedure -- (tcode OMGQ in older SAP versions)

Create Release Groups & link to class

We have two groups to create AA and AB. We need to indicate the class we are working with, in out
case Z_PR.

Create Release Codes

Create all the release code / group combinations. This is all the dots in diagram above. So we have
4.

Later on, authorisation profiles will be linked to these code / group combinations.
Release Indicator
First we create the different statusses that the PR can be in throughout it lifecycle. Later on (below),
we will be linking using these statusses. Here is the standard SAP indicators, wou probably wouldn't
need to add any.

We will be using two of these -- X (Block) and 2 (Released)

Under the Details section, you can indicate which documents can be created from this PR. For
Indicator 2, one can create PO's and RFQ's.
With Field Selection you can define which fields can be changed. This is the same indicator that gets
used with document type configuration to make some fields read only, mandatory, hidden.
Set up strategies - Strategy & Codes
Every line in our diagram above is a strategy. So We have three
Lets call them:
Group AA / Startegy S1 -- Code L1 (for plant 0001)
Group AA / Startegy S2 -- Code L1 & L2 (for plant 0001)
Group AA / Startegy S2 -- Code L1 & L2 (for plant 0002)

Here are the settings for AA / S2

Set up strategies - Prerequisites

For every strategy, we need to define a release prerequisites. This indicate if one code need to take
place before the other. In this case, level 2 (L2) can only take place if level 1 (L1) has been released.

Set up strategies - Status

This is also done for every strategy. The screen is dependant on what groups were linked to the
strategy as well as prerequisites that was set up. In this example:
- if nobody release it then PR is block.

- if L1 release the PR, the PR is still blocked

- if L1 and L2 release the PR, the PR can be converted to RFQ/PO
Out of interest, the reason why there is not a L2 only option is because of the setting in the
prerequisites.

Set up strategies - Values for strategies

The values linked to strategies are master data (not configuration) and can be set in two places.
Either within the configuration itself -- selecting the classification button

Or, in classification, example CL24N

Both methods work, the advantage of CL24N is that all the strategies can be viewed easier.
Set overall / item for doc type (PR only)
For Puchase Requisitions, there is an option to release either on item level or on document level. For
PO / RFQ / Contracts, one can only release on header level. Back to the PR, it is highly
recommended to use item release. This can be done in two places.
Firstly where the groups were created

On the document type configuration for PR

Config menu: Materials Management > Purchasing > PR > Define document types

Create and allocate authorisation profiles

In our example we will have three people releasing, so three profiles will need to be created.
Authorisation profiles can be created using tcode PFCG.
Usage of PFCG are not being discussed here, but see below for relevant screen where the profile
was created.

--------------- USING RELEASE PROCEDURES --------------Create a Purchase Requisition

Lets create a PR, and see if the release procedure kicks in. In our case we will create it for plant
3600 and any value. So we will expect Strategy AB / S2 to kick in.
Create PR -- me51n

If no 'Release strategy' tab, then it didn't work. In this case all is fine. The user can see the Release
Group (AB), Strategy (S2) and release indicator (X).
(SAVE)
Release a Purchase Requisition
Releasing can be done per PR or collective. Lets' use the collective release. SAP Menu: Logistics >
Material Management > Purchasing > Purchasing Requisition > Release > Collective Release -ME55

Select all the items to be released and then hit Save. You will see the status of the item change to
the next Release Indicator.

This is the absolute basics of setting up Release Procedures for Purchase Requisitions. For more
posts on Release Procedures, see index of posts.

SAP version used for this post: SAP ECC (ERP Central Component) 5.0

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1. ERP Operations
Release procedure for Purchase Requisition in MM
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Added by Mohd Uzair Hussain, last edited by Mohd Uzair Hussain on May 05,
2009 (view change)

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SAP Standard system allows only 8 levels of release codes.If client requirement is
more than 8 then for excess release codes customisation is done by the technical
team (Abapers).Lets take an example of 15 release levels required for a client
according to his Business needs then in this case initial 7 codes are customised and
remaining 8 release codes are configured in the system.
Release procedure is of two types

Release Procedure without classification

This procedure is applicable only for Purchase Requisitions.
Here PR is released Item by Item only.

Release Procedure with classification

This procedure is applicable to PR,RFQ,Service Entry sheet,RFQ,PO,Contract

and scheduling agreements.
Item by Item and Header level releases can be configured
For PR - both item by item and Header level release can be configured
For external purchasing documents - Release is possible only at Header
level.
Step 1:
Create Characteristics
In this step we need to create characteristics - conditions to be satisfied for
triggering Release startegy.For example client has asked to set release strategy
based on 3 inputs.Combination of value, Plant and Purchasing group
1) Total value of PR more than Rs 50,000
create characteristic as "Release_PR_total_value" in transaction
code CT04.
Tab - Basic data " Data type --- CURR currency format", "Decimal places eg. 2 " and "currency eg. INR or USD"
Tab -values key in > 50000 INR
Tab - Additional Data- Table Name "CEBAN" and Field Name "GSWRT"
Tab - Restrictions - class type - 032 - Release strategy

2) Plant
Create characteristic "Release_PR_plant" in transaction code CT04.
Tab - Basic data - Data type - CHAR; Number of chars - 4
Tab - Values - Key in all the plants for which you are required to configure
release proc. eg. 1000,2000,3000
Tab - Additional data - Table name CEBAN and Field Name is WERKS.
3) Purchaisng Group
Create characteristic "Release_PR_PurchasingGroup" in TCode CT04
Tab - Basic data - Data Type - char, Number of chars eg. 3
Tab - values - Key in all the purchasing Groups for which Release proc. is
to be configured as required by Client.
Tab - Addnl Data - Table Name CEKKO and field name - EKGRP
Step 2:
Define class in transaction code CL02
Menu path SPRO>Materials Mgmt>Purchasing>Purchase Requisition>Release
Procedure>Procedure with Classification>Edit classes
Here we assign all the above created Characteristics to a CLASS so that a release
strategy to be triggered when all the conditions are met.
Create a new class with free choice of names as "PR_Release_proc" in transaction
code CL02.*Key in the class name and select class type as 032 - RELEASE
STRATEGY then click on symbolcreate to enter all the details as mentioned below.
Tab - Basic data - Enter description as "PR_Release-Proc",
status- Released, Same classification - check the push button - Warning Message
Tab- CHAR Enter above created 3 characteristics
1.Release_PR_total_value
2.Release_PR_plant
3.Release_PR_PurchasingGroup
step3:
Menu path is
SPRO>Materials Mgmt>Purchasing>Purchase Requisition>Release
Procedure>Procedure with Classification>set up procedure with classification>
here define

1.Release Groups
Release group 01 is used for Purchase requisitions and 02 for Purchase
orders.
Here assign class "PR_Release_proc" against release code "01"
check "OvRelPReq" indicator for over all release (All line items )of document in one
shot else it will be released line item wise.
2.Release codes
Release codes are assigned to Release groups, in Workflow these release codes are
tagged to users' SAP IDs through which they will be able to approve or reject a PR in
SBWP(Inbox in SAP Business workplace.
PRs are released by users in transaction code ME54N.
Eg
Type of user

- Level -

Release code

PR creator - clerk or Business user Approver

- Supervisor

- R1

Approver - Project Lead

- R2

Approver - Asst. Manager

- R3

Approver - HOD/General Manager - R4

Release codes R1 to R5 are assigned to corresponding users.Manager R4 can
only approve the PR if prior approvals till R3 are completed else not in
ideal situation.
For detailed info please refer
http://help.sap.com/saphelp_erp60_sp/helpdata/en/75/ee1fa755c811d189900000e8
322d00/frameset.htm
3. Release Indicator:
Release indicators show the release status of a Purchase Requisition.
For detailed info please refer SAP Help official site
http://help.sap.com/saphelp_erp60_sp/helpdata/en/75/ee1fa755c811d189900000e8
322d00/frameset.htm
4.Release Pre requisites:
These define the order in which individuals or departments release the PR in
sequence.
3.Release strategies

Create a new release startegy eg ."A1" or "U1" , write its description PR release for
value >1 lakh
Now select release codes according to the Chart of Authority set by your
client.
Eg.
Release startegy " A1 - PR release for value >1 lakh"
R1 - Supervisor
R2- Project Lead
R3- Asst. Manager
R4- General Manager
Now click on" Release Prerequisites "push button and check all the boxes in
ascending order.Save the document
click on "Release statuses" push button, check release statuses then click on
"Continue" push button.
In third push button you can maintain CLASSIFICATION data or later you can
directly mainatain in transaction code CL20N for this strategy.
Classification data for example
1. Value - > 100000
2. Plant - 1000,2000,3000 etc
3. Purchasing groups - 101,102,103 etc
By clicking on "Release Simulation" push button you can check whether release is
getting affected for configured release codes or not.
In this way you can configure all the required Release startegies.
Workflow:
Here Maintain SAP user ids in the column "Agent ID" defined against Group/Rel
code/Object type.PR after approval will flow to the next user in the SAP inbox
accessed through T code SBWP.
SAP User IDs or Agent IDs are tagged to respective Release Group and Release
codes
Now create a PR in T code ME51N with the above conditions then a new tab will
appear in PR creation screen at the time of check.Save the document and this can
be released by respective users in TCode ME54N.
Tcode - ME54N - For Individual Release
Tcode - ME55 - For Collective Release

For detailed info please visit SAP HELP website

http://help.sap.com/saphelp_erp60_sp/helpdata/en/75/ee1fa755c811d189900000e8
322d00/frameset.htm\\
http://help.sap.com/saphelp_erp60_sp/helpdata/en/75/ee1fa755c811d189900000e8
322d00/frameset.htm
* I have posted this article based on my experience in configuration of Release
procedure for the benefit of learners.However if experts find any mistakes then I
appreciate to correct it as soon as I receive the feedback*
Thanks and Regards,